Baker Free Library

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Library Policy

Hours of Operation 

The Baker Free Library (“Library”) is currently open six (6) days each week year-round, for a total of fifty-four (54) hours per week: 

Monday – Thursday, 10:00am to 8:00pm 

Friday, 10:00am to 6:00pm 

Saturday, 10:00 am to 4:00pm 

Sunday, Closed 

The Library is closed on all federal holidays and closes early on the day before Thanksgiving, on Christmas Eve, and on New Year’s Eve. 

Access to Materials 

In accordance with Article V of the American Library Association’s Library Bill of Rights, the Library does not restrict access to any materials based on a person’s origin, age, background, or views. Free and open access is essential to the role of the public library in the community. 

Library Card Eligibility 

Library cards are free to Bow residents, age six (6) and up. Free Library cards are also available to all who own property in Bow, work in Bow, or are enrolled in and attending a school in the Bow School District, age six (6) and up. Registration must occur in-person and current proof of eligible status is required. 

For Bow residents and property owners, proof of residency/ownership may take the form of a current utilities bill, town tax bill, or valid NH driver’s license with a current Bow address. For nonresidents who are eligible, proof shall include a pay stub or letter on business letterhead for eligible employees, and a current BHS school ID or current BMS class schedule printed from the Bow School District parent/student portal for eligible students. For all Bow Library card holders, proof of eligible status is required at the time of registration and renewal. 

The parent or legal guardian of any child under the age of eighteen (18) who registers for a library card must be present to provide proof of identity and eligible status, and sign the child’s registration card, which indicates that the parent/legal guardian is financially responsible for materials checked out on that child’s card. The library does not act in loco parentis in determining what any minor may borrow from the library. 

Individuals residing in transitional living situations are eligible for Library cards with a reduced borrowing limit of five (5) Library-owned items. For individuals residing in Bow and currently transitioning between permanent living situations, proof of current identification and a valid email address are required. 

Persons who reside outside of the Town of Bow may obtain a library card for an annual fee. Persons under the age of sixty-five (65) may purchase a card for ninety dollars ($90) annually. Persons sixty-five (65) years of age and older may purchase a card for forty-five dollars ($45) annually. Fees are set and may be updated periodically by the Library Board of Trustees.   

Responsibilities of Card Holders 

Borrowers will be held financially responsible for any materials checked out on their card. In the case of children under the age of eighteen (18), the parent or legal guardian who signed the card’s registration is financially responsible for any materials checked out on the child’s card. Library card holders are expected to treat all materials carefully and respectfully. Materials should be returned to the library in the condition in which they were borrowed. 

Card holders are responsible for keeping their patron record accurate and up-to-date. Changes in name, phone number, address, and e-mail should be promptly reported to the Library. 

Bow resident Library cards are automatically set to expire two (2) years from date of registration or renewal. This enables the Library to update contact information regularly. Non-resident Library cards must be renewed annually to remain active. Library cards for Bow residents in transition automatically expire six (6) months from date of registration or renewal. If a card is up for renewal, materials may not be checked out until the patron provides updated information (name, address, telephone number). A valid form of identification will be requested of adults at the time of renewal.  Renewal of cards for children under the age of eighteen (18) must be conducted with the parent or legal guardian of the child. Non-resident card holders must pay the annual fee at the time of renewal to check out materials. 

Library cards issued by the Baker Free Library are individual cards. If an individual card holder age eighteen (18) or older wishes to allow another immediate family member (spouse, parent, child) to have access to their card to pick up reserve items, check out items, or renew items, the library card holder must request that a note be placed on their account, stating the full name of the person to have access, the relationship of that person to the card holder, and the type of access allowed. This change cannot occur over the telephone or by e-mail and must be done by the card holder, in person, during the library’s open hours. 

Pursuant to NH statute, all Library records related to a minor’s current borrowing of printed Library materials and audio-visual materials, such as DVDs and CDs, shall be available to 

either parent or the legal guardian of the minor when requested by either parent or the legal guardian of the minor, or the parent or legal guardian of the minor whose address matches that on the Library account or who is listed on the Library account. 

Checking Out Materials 

A valid Library card should be presented at the time materials are checked out. Library staff may ask for a form of identification if a patron does not have their Library card at checkout. 

Renewing Materials 

New fiction and non-fiction books and new DVDs added to the Library collection within the previous six (6) months may be renewed once. All other materials may be renewed twice as long as they have not been requested by another patron. Renewals can be placed in person, by phone, or by e-mail. Patrons with unpaid late fees, expired cards, or suspended privileges will not be allowed to renew materials until they are in good standing. 

Loan Periods 

New fiction and non-fiction 14 days 

New DVDs 7 days 

Current-year “Great Stone Face” books 14 days 

Adult fiction and non-fiction 30 days 

Children and young adult fiction and non-fiction 30 days 

Magazines 14 days 

Audio books 14 days 

Music CDs 14 days 

All other DVDs 14 days 

Late Fees and Overdue Notices 

There are no late fees assessed for Library materials. Weekly notices will be sent to patrons with overdue materials when materials become more than seven (7) days overdue. When the third (3rd) notice has been sent, a patron’s borrowing privileges are suspended until overdue materials are returned. 

Patrons will be notified by the Library when items are overdue. A patron’s notification setting is established when the patron applies for a Library card and can be changed at any time by a Library staff member or online through a patron’s catalog account. Overdue notifications will be sent in the following stages: 

  1. 7 days overdue: Patrons are notified by phone, email, or text. 
  1. 14 days overdue: Patrons are notified by phone, email, or text. 
  1. 21 days overdue: Patrons are notified by phone, email, or text. 
  1. 60 days overdue: Patrons are notified by letter. 
  • If materials are not returned within three (3) months of the due date, a certified letter, with a copy of the circulation policy and N.H. Library law, Statute 202- A: 25, may be sent. Patrons are responsible for cost of the certified letter. Additionally, in accordance with NH Library Laws, Statute 202-A: 25 on detaining books and related materials, further legal action may be taken, which could include court action. 
  • If materials have not been returned within thirty (30) da of the overdue date, and no valid reason for the delay has been received, the patron’s privileges shall be suspended. The patron will also be charged for the replacement cost of the materials. Library privileges may be reinstated upon return of the materials in acceptable condition if replacements have not already been purchased, or, in the case of lost or damaged materials, payment for replacement costs. 

Lost/Damaged Materials 

Library cardholders, or their parent or legal guardian, will be held financially responsible for materials checked out on their card which are lost or damaged to the extent that the materials cannot remain in the Library’s collection. Cardholders will be required to refund the Library for the replacement cost of the item, which can be accessed by Library staff through the Library’s circulation software. Patrons may keep damaged materials once an item’s replacement cost has been paid to the Library. 

Patrons who lose or damage Inter-Library Loan materials are responsible for any bills issued by the lending libraries for those materials. The Library reserves the right to suspend patron privileges until any bills from other lending libraries are paid in full. 

At the discretion of the Library Director, the Library will accept replacements in lieu of payment for lost or damaged materials. Lost charges for items which are later found by patrons and returned will only be refunded if a replacement has not already been ordered. 

Payment for lost/damaged materials may be made at the Library by cash, personal check, or credit card. Credit card payments may be made through the Library cardholder’s online Library card account (which is accessible through any computer once the cardholder is logged into their account through the Library web site www.bowbakerfreelibrary.org), or at the Library if the fines/fees total more than five dollars ($5). For payments via personal check, the Library patron must present a current driver’s license. A fee of twenty-five dollars ($25) will be billed to the patron if a check is returned to the Library by the bank. 

Reserving Materials 

Patrons may place requests for Library materials that are in use, and these requests can be made in person, by phone, or by e-mail. Requests will be met in the order in which they are received. Patrons will be notified by telephone, email, or text when their requested item is ready for pick up. 

Patrons may also request materials that can be obtained through Inter-Library Loan (“ILL”).  ILL requests can be made in person, by phone, through the Library’s web site, or by e-mail. ILL requests can take up to two (2) weeks or more for processing. ILL materials arrive at the Library via the New Hampshire State Library van service on Mondays and Wednesdays. Patrons with an ILL request will be notified by telephone, email, or text when their item is ready to be picked up. ILL reserve materials will be held for two (2) weeks. If an item has not be collected after one (1) week, Library staff will place a courtesy reminder call to the patron. Materials will be returned to the lending library if they are not picked up at the end of the two (2) week period. 

Reserve materials owned by the Library will be held for seven (7) days after the first message is left with the patron that the material(s) are available for pick up. Once the materials have been on the reserve shelf for five (5) days, a second (2nd) call will be made advising the patron that they have two (2) more days to pick up the material(s) before they are passed on to the next person on the reserve list or returned to the shelf. 

Returning Materials 

Library materials, including ILL materials, should be returned to the Library’s circulation desk during open hours. When the Library is closed, books and magazines may be returned using the Library’s book drop. Electronic devices must be returned directly to a Library staff member during open hours. The book drop is available twenty-four (24) hours per day, and is emptied at opening and closing Monday through Saturday. 

Borrowing Limits 

Except for Bow residents in transition, there is no limit to the number of traditional library materials that a Library patron can check out at any given time. Items in the Library’s “Library of Things” Collection and “Vox” books collection are limited to two (2) items per Library card, and these items are not eligible to be checked out by Bow residents in transition. It is the Library’s expectation that patrons will be courteous of the limits of the collection and have awareness of their own borrowing limits. 

Privacy and Confidentiality 

The library adheres to NH RSA 201-D:11 and NH RSA 91-A:5 regarding user record confidentiality and privacy. Information listed in patron records (titles checked out, contact information, etc.) will not be released to any individual outside the Library beyond the cardholder and anyone authorized by the cardholder to use the card. The Trustees, Director or staff shall not make these records available to any agency of the state, federal or local government without consent or by subpoena, court order, or where otherwise required by statute. 

  • Upon receipt of such process, order, or subpoena, the Library Director will consult with legal counsel to determine if such process, order, or subpoena is in proper form and if there is a showing of good cause for its issuance. If the process, order, or subpoena is not in proper form or if good cause has not been shown, the Director will insist that such defects be cured. User records are disassociated from circulation within one day of the return of items, by default. Items marked as lost or damaged in user accounts are not disassociated from user records until paid in full.  

Library Records of Minors 

Effective January 1, 2026, in compliance with NH RSA 201-D:11 II-a, all library records related to a minor’s current borrowing of printed library materials and audio-visual materials, such as DVDs and CDs, shall be available to either parent or the legal guardian of the minor when requested by either parent or the legal guardian of the minor, or the parent or legal guardian of the minor whose address matches that on the library account or who is listed on the library account. In keeping with the majority of NH RSAs, the Library defines “minor” as anyone under the age of eighteen (18). 

A person requesting library records of a minor is required to show identification establishing that they are the minor’s parent or legal guardian. If a requestor is not listed on the minor’s account before a request for records is made, proof of relationship to the minor may be established by providing: 1) a government issued I.D. that lists an address matching that of the minor in the account, or the address listed in the minor’s account for the requestor; 2) the minor’s birth certificate, naming the requestor a parent; or 3) a court order granting the requestor guardianship of the minor. For any request of a minor’s records where the requestor is not already listed on the minor’s account, the request shall be referred to and handled by the Library Director, or in the Library Director’s absence, the Youth Services Librarian. 

Only current borrowing records of printed library materials and audio-visual materials will be provided to the parent or legal guardian. Library records such as address, phone number and age of the minor will not be supplied. In addition, any records that contain information about any other library users will be edited to remove such information before it is provided to the parent or legal guardian. 

Approved by the Baker Free Library Board of Trustees on January 14, 2009.  

Revised and Approved by the Baker Free Library Board of Trustees on November 4, 2024 

Revised June 10, 2009; May 17, 2010; February 9, 2011; August 10, 2011; August 1, 2012; May 8, 2013; May 14, 2014; October 10, 2018; May 8, 2019; July 24, 2025;

Revised and approved by Baker Free Library Board of Trustees October 30, 2025. 

Gift Acceptance and Deaccessioning Policy
Approved by the Baker Free Library Trustees on May 17, 2018

Gifts of money, real estate, and/or stock can be accepted by the Library’s Board of Trustees, subject to any applicable state or federal law. The Library’s Board of Trustees must agree, by unanimous vote, to accept any gifts of money, real estate, and/or stock if there are restrictions placed on the gift by the donor. Personal property, antiques, art objects, portraits, and other objects can be accepted by the Library’s Board of Trustees only as outright gifts with no restrictions.

Gifts of books and other materials to the Library’s circulating collection are under the jurisdiction of the Library Director and/or her designee on the library staff. These gifts must be made without restriction and with the understanding that normal library operations dictate the weeding and disposal of such items on a regular basis using the Library’s Collection Development policy as approved by the Board of the Trustees.

The Library Trustees and staff cannot assign a monetary value to any potential gift. It is the responsibility of the donor to obtain an appraisal of gifts for personal tax purposes.

Deaccessioning of gifts aside from books or other materials that were donated specifically to the Library’s circulating collection shall be approved by the Library’s Board of Trustees and the Library Director. If the item or items to be deaccessioned were given to the Library with specific donor instructions, the Library’s Board of Trustees shall determine whether or not approval from the NH Attorney General and/or NH Court system is required prior to the disposition of the object/item.

When the public interest will be served, the Library Director may recommend the transfer of deaccessioned books or other items from the circulating collections to a nonprofit organization, governmental body, or other entity.

The Library’s Board of Trustees shall vote on the disposition of materials to be deaccessioned and a record of said vote shall appear in the official public minutes of the Library’s Board of Trustees.

Gift Acceptance and Deaccessioning Policy

In case of inclement weather or an emergency, the Library Director will decide whether to close the library or delay its opening. The safety of staff and patrons is the primary factor in any decision. However, every effort will be made to maintain regular library operating hours.

Information Sources Monitored:

  • Town of Bow Emergency Management Department email notifications
  • National Weather Service forecasts
  • WMUR closures, delays, and weather reports
  • Assessment from the Town of Bow Department of Public Works (regarding road conditions and library parking lot)

Notification Process:
If the library is closed or delayed, the Library Director will notify:

  1. The Chair of the Library Board of Trustees
  2. All staff scheduled to work during the closure
  3. Town of Bow Emergency Management Department
  4. Town of Bow Department of Public Works
  5. The general public via:
    • WMUR Closures List
    • Library website
    • Library social media platforms
  6. Patrons with passport appointments or room rentals
    (Note: Messaging may be delegated to the responsible staff member.)

If the Library Director is unavailable, the Library Assistant – Marketing will execute this policy.

Staff Compensation:

  • Staff scheduled to work will be paid for their regular hours if the library closes for inclement weather.
  • If the library remains open but staff are unable to report to work or must leave early, they may use annual leave or unpaid leave.

Revised by the Baker Free Library Board of Trustees 1/9/2013; 12/13/2017; 4/17/2019; 2/15/2024

  1. The Library’s Telescope can be checked out by a Baker Free Library card holder who is 18 years of age or older AND in good standing (no outstanding fines, fees, or overdue items). The patron must present current proof of address (i.e., a driver’s license or current utility bill) and sign a new Lending Policy and Agreement each time the Telescope is borrowed. The Library will make and keep a copy of the patron’s proof of address along with the signed Telescope Lending Agreement.
  2. The Telescope can be checked out for a maximum of one week with no renewal and must be given directly to library staff when returned. DO NOT leave the Telescope outside of the library or in the library’s lobby, or leave it unattended at the library’s circulation desk. If the Telescope is left unattended outside of the library, the patron will be charged a $25 fee for unnecessary risk to the Telescope.
  3. The Telescope cannot be renewed. If there isn’t a waiting list for the Telescope upon return, the returning patron may re-check out the Telescope (with new agreement signed) after staff have conducted the full check-in process.
  4. The overdue fine for the Telescope is $5.00 per day, with a maximum fine of $100.
  5. If the Telescope is more than 20 days overdue, or is returned damaged beyond repair, the patron will be charged $200 for the Telescope, $80 for the zoom eyepiece, $80 for the telescope carrying case, and $30 for the supportive materials, for a total of $390. If only the eyepiece is lost, the patron will be charged $80. If only the cords, written materials, organizational pouch, and/or headlamp are lost or damaged, the patron will be charged up to $30. If only the carrying case is lost or damaged, the patron will be charged $80. Any missing items will result in charges.
  6. The Telescope may not be loaned to anyone other than the borrower who signs the agreement on the other side of this policy. Do not allow children to play with this device without adult supervision.
  7. Please treat the Telescope with care, keeping it in a clean, dry, dust-free place and safe from liquids, extreme temperatures, and from being dropped. All covers should be kept attached to the Telescope at all times. Do not attempt to clean the Telescope with any chemicals or liquid or store the telescope outdoors. Keep the dust caps on the front of the telescope and on the focuser when not in use. Make sure to turn off the range finder when not using it.
  8. The Telescope may be reserved by calling the library at 224-7113; emailing the library at info@bakerfreelib.org; or visiting the library catalog via our website: www.bowbakerfreelibrary.org.
  9. The Telescope kit includes:
    • 1 laminated manual
    • 1 Sky and Telescope article
    • 1 organizational pouch
    • 1 telescope carrying case
    • 1 headlamp
    • 2 Starry Night discs
    • 1 National Audubon Society pocket guide
    • 3 cords attached to dust caps and related items
  10. The borrower is responsible for reading the instruction manual for proper care and use, and the Baker Free Library will not be held liable for any injuries incurred as a result of telescope use.
  11. Do not look directly at the sun with the Telescope. Permanent eye damage could result.

Approved by the Baker Free Library Board of Trustees 4/15/2013; revised 5/8/2013.

Telescope Lending Policy and Agreement

In order to uphold its mission and allow the safe enjoyment of all library offerings, the following rules and regulations for patron behavior need to be observed. Patrons who exhibit behavior inconsistent with the following rules may be asked to leave the library. Individuals who habitually disregard these rules may be prohibited from using the library for a designated time period.

  1. Many patrons use the library as a place for quiet study. Patrons should respect the rights of others and not engage in loud conversations or noisy activities.
  2. All patrons, regardless of age, must wear clothing, including shoes, while in the building.
  3. With the exception of those assisting patrons with a disability, animals are not permitted in the library building without the approval of the Library Director.
  4. Parents are responsible for the behavior and supervision of their children. Children under the age of eleven should not be left unattended in the library. See the Unattended Children Policy for further information.
  5. No one may interfere with another person’s right to use the library or with the library staff’s performance of their duties.
  6. Personal photography and videography is permitted in the library provided that it does not interfere in any way with library operations, privacy, and confidentiality. No one may take any photographs or videos identifying patrons in the library without consent of the individuals involved. All commercial and media-related photography and videography requires the prior written approval of the Library Director.
  7. Threatening the safety or rights of another person, including but not limited to, violent or disorderly behavior, threats of violence, use of abusive language, and possession of weapons are not acceptable behaviors and may result in removal from library premises by the Bow Police Department.
  8. Patrons are responsible for their personal property. Please do not leave personal items unattended.
  9. Bicycles, roller blades, skateboards, scooters, or similar equipment may not be used in the building, on the outdoor handicap accessibility ramps, in the parking lot, or on any other portion of library property. Bicycles should be left in the rack located near the handicapped parking spaces.
  10. Smoking and vaping are not permitted anywhere in the library building or on library grounds.
  11. Use of alcohol and tobacco is not permitted anywhere in the library building or on library grounds without the prior approval of the Library’s Board of Trustees.
  12. Prolonged and disruptive public displays of affection are inappropriate and may result in removal from the library premises if requests to cease are ignored.
  13. Public bathrooms are meant for one person at a time unless a parent is accompanying their young child or a caregiver is accompanying a charge.
  14. Solicitation and distribution of non-library materials is not permitted without the permission of the Library Director. This includes the bulletin boards located in the library lobby. Items to be posted on those bulletin boards should be left at the front desk for posting by the Library Director, who will follow the library’s Public Posting Policy.
  15. The library staff reserves the right to contact the Bow Police Department for assistance in any situation including, but not limited to, the dismissal of a patron or the discovery of an unattended child.

Consequences of Policy Violation

Enforcement of these rules may take the form of any of the following actions, depending on the severity of the violation, which will be determined by the staff on duty at the time. Misconduct by persons under eighteen years of age is discussed by the remedies provided in the library’s Unattended Children Policy.

  • Patrons who violate this policy will be given one verbal warning and asked to behave in an appropriate manner. Patrons who do not modify their behavior after one warning may be asked to leave for the rest of the day.
  • Patrons who violate this policy in a manner that staff judge is “extreme” may be ordered to leave the building immediately and may be requested not to return for the remainder of the day. “Extreme” violations may include activities that are harassing, threatening, dangerous, or destructive to persons or property at the library premises.
  • If necessary, the senior staff member on duty may call the Bow Police for assistance.
  • Patrons whose behavior is significantly disruptive of the library’s mission, either because of repeated violations of this policy, or because of a single extreme event which is dangerous, threatening, harassing, or destructive to persons or property, may have their library privileges revoked, including a prohibition against entering the library, for a period of up to one year. The length of the revocation will depend on the nature of the violation, the extent of damage and disruption caused by policy infractions, and other relevant circumstances.

In cases where the patron’s behavior does not constitute an immediate threat to the health, safety or security of patrons or staff, or to library property:

  • The patron will be provided with written notice, by certified or registered mail, or hand delivery by the Bow Police, of the Library’s intent to impose a suspension or revocation of library privileges.
  • The notice will specify the date on which the suspension or revocation of privileges is to commence, and the reason(s) for said action.
  • The notice will also include language advising the patron of his or her right to challenge the decision by requesting a hearing before the Board of Trustees.
  • A request for hearing must be received within five (5) days of the notice.
  • If a hearing is requested, it will be scheduled within fourteen (14) days of the notice.
  • If no request for hearing is made, the revocation or suspension of privileges will become effective on the date specified in the notice.
  • The decision of the Board of Trustees following any hearing will be final.

Patrons may request a hearing, in writing, before the library’s Board of Trustees to appeal the notice within fourteen (14) days of such notice and the notice shall include language advising the patron of the right to appeal.

In cases where a patron’s behavior constitutes an immediate threat to the health, safety or security of patrons or staff, or to library property:

  • The Library Director may impose an emergency suspension of the patron’s library privileges and prohibit the patron from entering the library.
  • The patron will be provided with written notice, by certified or registered mail, or hand delivered by the Bow Police, of the immediate suspension for a period not to exceed one year.
  • The notice will advise the patron of the right to appeal the decision by requesting a hearing before the Board of Trustees.
  • An expedited hearing will be held by convening a special meeting of the Board of Trustees within five (5) days of the request.
  • The decision of the Board of Trustees following any hearing will be final.

Any unlawful actions committed in the library or on the library premises will be immediately reported to the Bow Police Department.

Approved by the Board of Trustees:

  • November 18, 2009
  • Revised January 14, 2010
  • Revised October 10, 2012
  • Revised February 14, 2018
  • Revised February 10, 2021

Approved by the Baker Free Library Board of Trustees on 11/18/2009; reviewed 10/10/2012; revised 2/14/2018; reviewed 2/20/2019; revised 3/14/2024

The Baker Free Library attempts to provide a safe environment that welcomes children of all ages to use and enjoy the facilities, collections, and programming offered by the library. This policy is established for the safety of young children and the enjoyment of all patrons using the library. As used in this policy, the term “parent” may include legal guardians or other persons having legal custody, control, or supervision of a minor.

  1. Children under the age of eleven (11) may not be left unattended at the library. A child is unattended if a parent or responsible adult over the age of fourteen is not present with the child at all times while in the library. The Baker Free Library and its staff do not provide childcare services nor assume responsibility for any child left unattended in the library.
  2. At the discretion of a responsible adult, a child age eleven (11) to thirteen (13) may be left unattended for the period of time needed to select materials, complete a homework assignment, read, or attend a program. The child must know how to reach the adult in case the need should arise.
  3. All library patrons, including children, are subject to the library’s Patron Behavior Policy. Parents are responsible for the behavior of their children at all times. Library staff do not serve in loco parentis (i.e. in place of the parent). If a child’s behavior is inappropriate for the library, and the child does not respond to appropriate guidance from library staff, the parent will be contacted to remove the child from the library. If the parent cannot be reached, the library staff will contact the Bow Police Department.
  4. If a child is left at the library without a way home one half hour prior to closing time, library staff will contact the child’s parent for the immediate retrieval of the child. If the parent cannot be located, the library staff will contact the Bow Police Department.
  5. When necessary, two library staff will wait for the child to be retrieved by the parent or the police. Under no circumstances is a staff member ever to provide transportation for an unattended child.

Approved by the Baker Free Library Board of Trustees on September 14, 2011; revised 4/11/2012; reviewed 3/13/2019; revised 12/14/2021

The Baker Free Library connects people and information to expand our horizons and strengthen our community. As part of this mission, Baker Free Library provides access to community information through the free distribution of handouts, and the public posting of flyers, notices, and posters.

  1. Designated posting area: The Baker Free Library provides a designated space for community flyers, notices, and posters in the vestibule of the library. Materials acceptable for posting or distribution are those promoting cultural, educational, intellectual, non-commercial, or charitable activities.
  2. Prohibited content: There will be no posting of any material deemed prohibited by law.
  3. Submission required: The Community Information Space is not self-serve. All materials must be submitted to Library staff for posting. Materials that have not been submitted to Library staff will be promptly removed.
  4. Posting duration: Requests for posting are dealt with on a first-come, first-served basis with a maximum of two weeks’ duration.
  5. Bow organization reservations: Bow organizations can reserve the Community Information Space for a minimum of 7 days and a maximum of 30 days.
  6. Donation bins: Donation bin space is available to Bow organizations but requires an advanced reservation.
  7. How to reserve: To make a reservation of the Community Information Space, contact Amelia Holdsworth, Library Assistant – Marketing, at amelia@bakerfreelib.org.
  8. No endorsement implied: Postings on the Community Information Space do not indicate Baker Free Library’s endorsement of the ideas, issues, or events promoted.
  9. No liability: The Library assumes no responsibility for the preservation or protection of materials posted or submitted for posting.
  10. Restrictions: The Community Information Space is not available for commercial advertising or for political or religious proselytizing.

This policy is subject to review and change at the sole discretion of the Baker Free Library’s Board of Trustees.

Last revision: March 9, 2016
Approved by the Baker Free Library Board of Trustees on March 9, 2016

The purpose of the Baker Free Library’s digital sign in the main seating area by the Circulation Desk is to communicate Library and Bow community-specific messages to visitors in a visually compelling and flexible way, in order to increase awareness about community and Library events and news.

Priority is given to events/news that directly take place in Bow or are sponsored by a Bow organization. Events or news from other organizations that include Bow residents as members will be considered on a case-by-case basis by the Library Director.

The news and events conveyed through the digital sign will incorporate text, graphics, and animation, but no sound, and will scroll on a timed loop. All messages will repeat throughout the Library’s open hours.

The Library Director has final approval over any news or event information submitted for inclusion on the digital sign.

Information for posting will be accepted from non-profit or municipal entities for Bow community events and news. Submissions must be provided in PowerPoint slide format, and must include the following:

  • Date, location, and time of event
  • Contact name and email/phone/website
  • End date for slide inclusion

Please avoid long URLs or overly detailed text, as these are not visually effective on slides.

Failure to include all required information may result in rejection of the slide. Slides should be submitted to the Library at least one week in advance of the intended start date.

If an organization is unfamiliar with PowerPoint, staff assistance is available. Appointments can be made for a tutorial using the Library’s public Internet computers.

For-profit businesses and individuals may advertise on the digital sign as part of a donation package agreed upon with the Library Trustees. These arrangements are handled on a case-by-case basis by the Library Director and the Trustees.

Baker Free Library Privacy and Confidentiality Policy
Approved by the Baker Free Library Board of Trustees on May 11, 2011

I. Introduction

Privacy is essential to the exercise of free speech, free thought, and free association. In this library, the right to privacy is the right to open inquiry without having the subject of one’s interest examined or scrutinized by others. Confidentiality exists when a library is in possession of personally identifiable information about users and keeps that information private on their behalf.

The courts have upheld the right to privacy based on the Bill of Rights of the U.S. Constitution. New Hampshire law also protects library user privacy and confidentiality (see NH RSA 91-A:5 and NH RSA 201-D:11). The Baker Free Library’s privacy and confidentiality policies are in compliance with applicable federal, state, and local laws.

Our commitment to your privacy and confidentiality has deep roots not only in law but also in the ethics and practices of librarianship. In accordance with the American Library Association’s Code of Ethics:

“We protect each library user’s right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired, or transmitted.”

II. Our Commitment to User Rights of Privacy and Confidentiality

This privacy policy explains your privacy and confidentiality rights, the steps this library takes to respect and protect your privacy when you use library resources, and how we deal with personally identifiable information that we may collect from our users.

1. Notice & Openness

The Library does not create unnecessary records, only retains records required to fulfill the mission of the Library, and does not engage in practices that would place personally identifiable information on public view.

Information we may gather and retain about current library users includes:

  • User registration information (name, address, email, phone number, library card number, date/year of birth)
  • Circulation information (materials currently checked out, recent history, due dates, overdues, fines paid or waived)
  • Electronic access information (internet policy acknowledgment and parental permission for one year)

2. Choice & Consent

We will not collect or retain your private and personally identifiable information without your consent. If you consent to share it, we will keep it confidential and will not sell, license, or disclose your personal information to third parties unless compelled by law or court order.

To receive borrowing privileges, you must provide certain information. When using our website or services, you may choose to share your name, email, barcode, phone number, or address. You may opt in or out of email notifications for your account at any time.

We do not use or share your information for unrelated purposes without offering the opportunity to prohibit such use—unless required by law.

3. Access by Users

You may view or update your personal information online or in person. A valid photo ID is required to renew your library card. This ensures that notifications, holds, and overdue alerts function properly.

4. Data Integrity & Security

  • Data Integrity: We strive to keep your data accurate and secure. We verify sources and allow updates. Patron records are updated at least every two years.
  • Data Retention: Personally identifiable information is deleted once no longer needed. Circulation history is removed within 30 days of return.
  • User Tracking: We do not track users unless they are accessing restricted resources or services. Public computers are cleared daily of cookies, web history, and cached files.
  • Third-Party Security: When using third-party resources, only authentication data (e.g., card number, phone) is shared. We are not responsible for personal information collected by external websites.
  • Cookies: Our systems may use cookies for authentication. Cookies are not shared and are deleted when you close your browser.
  • Staff Access: Only authorized staff with secure passwords may access your data. We do not sell or lease user information.

5. Enforcement & Redress

We do not share your data unless required by law. We conduct regular audits to ensure privacy compliance. Concerns or complaints should be submitted in writing to the Library Director. The Board of Trustees will review and respond as needed.

Only the Library Director is authorized to respond to law enforcement requests, and will consult legal counsel before responding. Library records will only be released under court order from a court of competent jurisdiction. All staff and volunteers are trained to refer such inquiries to the Director or Trustees.

III. Revisions to This Policy

The Library’s Board of Trustees reserves the right to change or modify this policy at any time. Revisions will be posted on the Library’s website.

Workplace Violence Policy
Approved by the BFL Joint Loss Committee on June 14, 2010
Approved by the Baker Free Library Board of Trustees on November 10, 2010; revised 6/13/2018

The Baker Free Library is committed to providing employees, patrons, and visitors with an environment that is safe, secure, and free from threats, intimidation, harassment, and violence.

The Library will not tolerate the following conduct or behavior in the building or on library property:

  1. Criminal threatening
  2. Physical conduct that results in harm to people or property (simple assault)
    • Examples include hitting, fighting, pushing, shoving, biting, spitting, and throwing objects
  3. Intimidating conduct or harassment that disrupts the work environment or results in fear for personal safety

Reporting and Response

Anyone who witnesses or perceives the possibility of workplace violence should:

  • Report the matter immediately to the Library Director or the senior staff person on duty
  • Call 911 if there is immediate danger
  • Complete an Incident Report as soon as possible
    (Forms are located in the staff office by the Employee Timesheet Binder)

Disciplinary Actions

  • Employees committing acts of workplace violence will face immediate disciplinary action, up to and including termination and legal action
  • Patrons, visitors, or unaffiliated individuals who commit acts of violence will be met with an immediate response focused on:
    • Defusing the situation
    • Protecting staff and patrons
    • Preventing further incidents
      Legal action will be taken when appropriate

Confidentiality and Support

  • Employees are encouraged to raise concerns without fear of reprisal
  • Reports will be treated as confidential to the extent circumstances allow

Prevention and Training

The Library will provide opportunities for staff to receive training in:

  • Recognizing risk factors associated with workplace violence
  • Properly handling emergency situations
  • Minimizing the likelihood of violent incidents in the workplace

Board of Trustees By-Laws
Revised by the Baker Free Library Board of Trustees on March 14, 2018

I. Membership

  1. The Baker Free Library, a public library, is maintained by the Town of Bow under NH RSA 202-A, and is governed by a Board of Trustees composed of five (5) registered voters of the town, elected to serve staggered terms of five (5) years, with one new trustee elected every year.
  2. The Board of Trustees shall have the entire custody and management of the Library and of all property of the town relating thereto (RSA 202-A:6). The powers and duties of the Board of Trustees shall be governed by NH State Library Laws (RSA 202-A).
  3. Trustees may be reimbursed for necessary travel expenses to attend professional meetings, but shall not receive any other compensation. Trustees shall be considered patrons with regard to library services and materials.
  4. In the event of a vacancy, the remaining members shall notify the Selectmen and recommend a replacement. The Selectmen shall appoint a replacement until the next Town Meeting (RSA 202-A:10 and RSA 669:75).
  5. Trustees and their immediate family members may not be employed by the library during the Trustee’s tenure.
  6. The Board of Trustees shall appoint a qualified Library Director and, in consultation with the Director, hire all other employees and determine their compensation and terms. The Director shall attend all board meetings except during discussions of their own evaluation or compensation.
  7. All hiring will comply with federal and state non-discriminatory laws.
  8. Membership in the NH Library Trustees Association will be funded through the library budget.

II. Officers

  1. Officers of the Board will be elected for one (1) year terms and include a Chairperson, Secretary, Treasurer, and two Members-at-Large.
  2. Officers are elected at the first Board meeting within one month after the annual town meeting. Vacancies shall be filled at the next regular or special meeting.
  3. The Chairperson shall preside over meetings, authorize special meetings, appoint committees, and prepare agendas in consultation with the Library Director.
  4. The Treasurer shall review monthly financial reports, handle bank deposits, sign checks (along with the Chairperson), and oversee disbursements.
  5. The Secretary shall maintain accurate meeting records and ensure all minutes are on file within five business days (per NH RSA 91-A).

III. Meetings

  1. Regular meetings are held on the second Wednesday or Thursday of the month. Special meetings may be called by the Chairperson at the request of two or more Trustees. Three unexcused absences in a year shall constitute a resignation.
  2. Trustees may attend meetings remotely when in-person attendance is impractical (NH RSA 91-A:2, III), with the reason stated in the minutes. Remote participation must allow the public to follow the discussion.
  3. All Trustee meetings are open to the public (NH RSA 91-A:2).
  4. Non-public sessions may be held in accordance with NH RSA 91-A:3.
  5. Communications outside regular meetings must follow NH RSA 91-A:2-a.
  6. A quorum consists of three (3) Trustees.
  7. The order of business for meetings is as follows:
    • Call to Order
    • Review and Approval of Minutes
    • Treasurer’s Report
    • Director’s Report
    • Old Business
    • New Business
    • Public Comment
    • Adjournment

IV. Library Funds

A. Annual Costs and Capital Improvements
The Library relies on the Town of Bow for funds to cover recurring costs and capital improvements (RSA 202-A:4).

B. Income from Trust Funds
Interest from trust funds held by the Town (RSA 202-A:11) may be used for library support and improvements outside annual costs.

C. Unanticipated Monies
Per RSA 202-A:4-c, III, unanticipated funds may be used for legal library purposes, such as periodic service upgrades.

D. Donation Funds
Donations given directly to the Library (RSA 202-A:4-c) may be used for support and improvements, following donor conditions.

E. Fines and Equipment Income
Per RSA 202-A:11-a, revenue from fines, lost/damaged items, or equipment may be used for general repairs, materials, and upgrades.

V. Budget

The Board, with the Director, prepares the annual budget, presents it to the town, and answers questions at hearings and Town Meeting. The fiscal year runs from July 1 to June 30.

VI. Salary Levels/Schedule

  1. Salary levels are based on the Director’s recommendation.
  2. The Board reviews the Director’s position annually and sets salary at budget time.
  3. The Director’s raise is based on merit and performance evaluation.
  4. The Director reviews other staff positions annually, with salaries set during budgeting.
  5. All wage increases begin at the fiscal year unless otherwise approved.

VII. Amendments to the By-Laws

The By-Laws may be amended at any regularly scheduled meeting if a quorum is present and changes have been submitted to Trustees at least four (4) weeks in advance.

Board of Trustees Ethics Policy
Approved by the Board of Trustees on January 10, 2018
Revised April 17, 2019; Approved February 10, 2021

The Baker Free Library is dependent on the trust of its community to successfully achieve its mission. Therefore, it is crucial that all Board members conduct business on behalf of the Baker Free Library with the highest level of integrity, avoiding any impropriety or the appearance of impropriety.

Guiding Principles

  • Trustees shall uphold the integrity of the Baker Free Library and perform their duties impartially and diligently.
  • Trustees shall not engage in discrimination of any kind, including but not limited to discrimination based on race, class, ethnicity, religion, sex, sexual orientation, or belief system.
  • Trustees shall uphold the Town’s Equal Employment Opportunity policy and the Library’s Anti-Harassment Policy.
  • Trustees shall protect and uphold patrons’ right to privacy in their use of library resources.
  • Trustees shall comply with New Hampshire’s Right to Know Law.
  • Trustees shall avoid situations where personal interests, activities, or financial affairs may conflict with the best interests of the Library or give the appearance of a conflict.
  • Trustees shall avoid any interest that may reasonably call into question their impartiality and objectivity.
  • Trustees shall not knowingly act in a way that could create a public impression of misconduct or breach of trust.
  • Trustees shall not use or attempt to use their position to obtain unwarranted privileges or advantages for themselves or others.
  • Trustees shall not be swayed by partisan interests, public pressure, or fear of criticism.
  • Trustees shall not publicly denigrate the organization, fellow Board members, or Library staff.
  • Trustees shall not interfere with the Library Director’s management responsibilities or staff supervision.
  • Trustees shall support librarians in resisting censorship of materials by individuals or groups.

To preserve and uphold the Baker Free Library’s reputation as an organization of unimpeachable integrity, each Board member will sign this Ethics Policy annually in April or at the commencement of their term of service.

If any Board member appears to be in conflict with the Ethics Policy, they will be asked to meet with the full Board of Trustees in public session at a regular meeting to discuss the issue. The Board’s decision will be final and documented in the public minutes per NH RSA 91-A.

Ethics Policy for Printing and Signing

Trustees (and Their Family Members) as Volunteers or Employees
Approved by the Board of Trustees on January 10, 2018
Approved by the Board of Trustees on February 10, 2021

The Baker Free Library recognizes the value and need of volunteers to assist in promoting the library and supporting efforts that fall outside the scope of regular staff responsibilities. The Library Director and staff follow specific operational policies and guidelines to maintain a consistent and professional relationship with library volunteers.

The Library Board of Trustees, who are elected volunteers, have statutory responsibilities under NH RSA 202-A, including appointing a librarian to oversee the daily operations of the library. According to NH RSA 202-A:17, library employees may only be removed by library trustees through the Director.

Policy on Trustee Volunteering

To avoid a direct conflict of interest, any member of the current Board of Trustees may not serve as a volunteer in the library unless:

  • The volunteer duties are clearly defined in a volunteer agreement;
  • The volunteer role is in no way related to the responsibilities of a library trustee.

This policy addresses the concern and risk of a library employee supervising a Trustee volunteer, which presents an ethical and organizational conflict, given the Trustee’s oversight role in employment matters.

Policy on Trustee Employment

This policy expressly prohibits:

  • Elected Trustees from becoming paid employees of the library during their tenure.
  • Immediate family members of elected Trustees (including children, spouses, stepchildren, grandchildren, and parents) from being employed by the library for the duration of the Trustee’s service.

Mobile Device Policy
Formerly “Phone Policy”
Adopted by the Library Board of Trustees on June 10, 2009; revised 4/17/2019; revised 3/16/2022

This policy governs the use of personal mobile devices within the library. Mobile devices include laptops, smartphones, cell phones, and all types of tablets.

The use of mobile devices in the library can often prove disruptive to both patrons and staff, particularly when it involves verbal conversation or audio output. Please respect the rights of others by observing the following guidelines:

  1. Set devices to silent, low, or vibrate when entering the library.
  2. Mobile devices may be used for quiet activities such as texting, internet browsing, and app usage.
  3. All audio activity must be conducted using personal headsets.
  4. Patrons must avoid loud conversations. If phone or video calls become disruptive, staff may ask the patron to move to the lobby or outside the building.
  5. Phone calls and audible video conferencing are strictly prohibited in the 1914 Reading Room.
  6. Use of mobile device video and photography features must follow the library’s Patron Behavior Policy.
  7. The library’s landline phone system is for staff use only.

Failure to comply with this policy may result in being asked to leave the building.

Public Internet and Computer Use Policy
Created and approved by the Library Board of Trustees in February 2006; revised May 17, 2010; revised April 17, 2019

Library Mission

The Baker Free Library connects people and information to expand our horizons and strengthen our community.

Disclaimer

Library patrons use public computers and the internet at their own risk. The Baker Free Library, its staff, and Trustees do not control internet content and cannot censor material or protect users from information they may find offensive, controversial, or inaccurate. Not all content on the internet is complete, current, or accurate.

Who May Use Public Internet Computers

  • Internet access is available to valid Baker Free Library card holders.
  • Patrons under age 18 require written permission from a parent or guardian.
  • Suspended cardholders may not use internet workstations unless permitted by the Library Director.

Children and Internet Use

  • Parents/legal guardians are responsible for deciding what internet content is appropriate for their children.
  • Children under age 18 must have a signed Parental/Guardian Internet Permission Form.
  • Children age 11 and under must be constantly supervised by a parent at the workstation.

Responsibilities of Users

Public computers may only be used for legal purposes. Users may not:

  1. Access obscene content (NH RSA 650)
  2. View or distribute child pornography (NH RSA 649-A & B, 18 USC 110)
  3. Display material harmful to minors (NH RSA 571-B)
  4. Transmit threatening or harassing content
  5. Engage in deliberately offensive or hostile behavior
  6. Violate copyright laws
  7. Gain unauthorized system access
  8. Damage, alter, or degrade library equipment

Computer Use Guidelines

  1. Sign-up required at the Circulation Desk with library card or valid ID. Patron records must be in good standing (no suspensions or $10+ in fines).
  2. First-time users must sign the BFL Use of Internet Agreement. Each session requires date, start time, name, patron number, and computer number.
  3. First-come, first-served basis. Sessions are 30 minutes, extendable if no one is waiting. Users must vacate if asked by staff.
  4. USB devices may be used, but nothing may be inserted into the back of computer equipment.
  5. Printing fees:
    • Black & white: $0.10 per page
    • Color: $1.00 per page
      Fees apply regardless of whether personal or library paper is used.
  6. Users are responsible for their session and personal belongings. Library is not responsible for lost items or open accounts left unattended.
  7. Library staff may terminate sessions for policy violations. Users are financially responsible for damages. Malicious damage may result in suspension and/or criminal charges.

Privacy

The Baker Free Library is a public space. While privacy is not guaranteed, the library upholds the right to confidentiality. Internet logs will not be reviewed without legal authorization (RSA 91-A:5, RSA 201-D:11, or USA PATRIOT Act).

Wireless Internet Access

  1. The library offers free public wireless access. Use constitutes agreement with the Library’s Public Internet and Patron Behavior Policies.
  2. Wireless connections are not secured. Use caution when transmitting personal information.
  3. Patrons use wireless access at their own risk and should secure devices with proper software.
  4. The library is not responsible for connection problems or damage to patron devices. Staff will not adjust patron equipment settings.
  5. Wireless usage statistics are collected anonymously and do not contain personally identifiable information.
Parental Internet Permission Form

The Baker Free Library offers Notary Public services, by the Library Director, free of charge, during some hours of operation. Appointments are not required; however, please call 603-224-7113 in advance to verify that a notary is available. Walk-ins are acceptable per Notary Public’s availability. Notary services are only available at the physical location of the library (509 South Street, Bow, NH).

The Notary Public will keep a record of all patrons using this service in case the Notary Public is called upon to verify the act (RSA 456-B: 8-c.), including date, identifying information of the person appearing before the Notary Public, and any other details the Notary Public believes would be useful in referring back to the act.

In order for a Notary Public to witness a signature, the person named in the document must appear before the Notary Public and sign the document in the Notary Public’s presence. The Notary Public must confirm the identity of the person before witnessing a signature (per RSA 456-B: 2, II, VI). Proper identification in the form of a current government-issued photo ID must be provided. Examples of acceptable ID are a passport, driver’s license, or government-issued non-driver identification with the person’s photo. The document must be current and unexpired [RSA 456-B: 2-b, II (a) (1)]. A notarial officer may also accept other government identification that is current, unexpired, and that contains the signature or a photograph of the individual [RSA 456-B: 2-b, II (a) (2)].

If a document to be notarized must be witnessed by others, the patron must provide their own witness. Library staff and other library patrons are not available to witness documents. The witness must provide photo identification. The Notary Public and the patron seeking the notarization must be able to communicate directly with each other.

The Library provides only basic notary services. Documents we will not notarize or copy certify:

  • An apostille per RSA 5-C: 98, 99
  • Vital records (birth, adoption, death, fetal death, marriage, divorce, legal separation, and civil annulment) per RSA 5-C: 1, XXXVI-VII, 5-C: 98
  • Naturalization and Citizenship Certificates
  • Real estate transactions including mortgage and housing refinance documents
  • Employment eligibility verification, Homeland Security I-9 Forms
  • Electronic Documents
  • Items where the notarization oath is not written in English (and no written English translation is provided) unless the Notary is fluent in that language
  • Blank documents

Approved by the Board of Trustees on 1/15/2025

PURPOSE

The Baker Free Library (“Library”) has four (4) meeting rooms in the building: the Café & Bow Rotary Room with a maximum capacity of 125; the Merrimack County Savings Bank Room with a maximum capacity of 94; the Welch Room with a maximum capacity of 22; and the Upstairs Meeting Room with a maximum capacity of 32 (these shall be collectively referred to as the “Meeting Rooms”). Library Meeting Rooms are intended to enrich the lives of members of the Bow community in accordance with principles expressed in the Library Mission Statement, supporting educational, cultural, and information needs for the whole community. The Library’s Meeting Rooms are defined as limited public forum spaces, generally for the use by groups or individuals residing in Bow.

MEETING ROOM RENTALS

  • Meeting Rooms are available free of charge to Bow residents and to non-profit/community groups in Bow. Meeting Rooms are also available to for-profit organizations for a fee.
  • Priority is given to Library programs/Library sponsored events.
  • Patron reservations of the Meeting Rooms are first come, first serve.
  • The Library reserves the right to cancel any reservation in the case of emergencies such as dangerous weather conditions, power outages, public restroom issues, etc. In the event of cancellation, the Library Director will notify the Meeting Room requestor as soon as possible prior to the event.
  • In this policy, “non-profit” is defined as either (a) a verifiable 501(c)(3) entity through the Internal Revenue Service, or (b) an informal group that does not charge a fee for meeting or event attendance. A non-profit must include at least one (1) Bow resident or non-resident Library card holder eighteen (18) years of age or older, and the Meeting Room reservation must be made by such a qualifying person. If a group does NOT have a 501(c)(3) designation with the IRS, the Meeting Room requestor must assent in the Meeting Room Agreement (“Agreement”) to not charge a fee for meeting or event attendance.
    • If your non-profit meeting is PRIVATE (i.e. it has a designated guest list and is not open to all Library patrons) a fifty-dollar ($50.00) housekeeping deposit is required with an executed Agreement two (2) weeks prior to the meeting. The Agreement signer will be contacted to pick up the deposit check, and a refund granted, if the Meeting Room Clean-Up Checklist is completed and left in the reserved Meeting Room or book drop at the end of the private meeting, and all clean-up items on the list are verified to have been completed by Library staff.
  • In this policy, a “for-profit” is defined as an individual or business that promotes or sells goods or services for monetary gain, which includes self-employed individuals who seek to hold promotional events for products or services. A for-profit may rent a Meeting Room at the Library on a first-come, first-serve basis, for the following fees:
    • MCSB Meeting Room, Café, and Bow Rotary Meeting Space: $100.00/hour
    • MCSB Meeting room alone: $50.00/hour
    • Upstairs Meeting Room: $50.00/hour
    • Welch Meeting Room: $25.00/hour
  • To receive a refund, a for-profit’s refund request for a reservation must be made to the Library at least thirty (30) days in advance.
  • A fee of twenty-five dollars ($25.00) will be invoiced to the person who made the for-profit’s reservation if a check is returned for insufficient funds. The for-profit will not be able to reserve a Meeting Room until all fees are paid in full.

ROOM AVAILABILITY

  • Meeting Room availability is subject to the needs of the Library. Meeting Rooms may be reserved up to four (4) months in advance.
  • A requestor is limited to two (2) reservations per week.
  • The Upstairs Meeting Room and the Lower Level MCSB Meeting Room (which could include the Café and Bow Rotary room) may be reserved for times outside the Library’s regular hours of operation, but no meeting, function, or activity may extend beyond 11:00 p.m. or before 7:00 a.m. The Café is only available outside of the Library’s regular hours of operation. No meeting rooms are available during holidays observed by the library in which the library is closed. 
  • If a meeting is to take place in Library’s Lower Level (MCSB/Café and Bow Rotary Room), or the Upstairs Meeting Room while the Library is not open, the Agreement signer is responsible for picking up a Library Main Door Key and, if needed, Lower Level Access Door Key at the Library during regular open hours. Keys can be picked up no earlier than twenty-four (24) hours before the meeting start time, and only by the individual designated on the original Meeting Room reservation. Unauthorized duplication of keys is prohibited. Keys must be returned to the Library within twelve (12) hours after a meeting has ended. Keys may be left with a Library staff person during open hours or may be placed in the Library’s Book Drop when the Library is closed. The Bow Police Department may follow-up with any party responsible for returning keys, if keys are not returned within twelve (12) hours of a meeting’s end time. Multiple late key returns will result in revocation of future Library Meeting Room privileges. If a key is lost, there is a seventy-five-dollar ($75.00) replacement fee. The Agreement signer acknowledges that they are responsible for the security of the Library premises during and after the event, ensuring that all doors are shut and locked upon leaving, and all lights are turned off.

TECHNOLOGY

  • A public, unsecured wi-fi connection is available in all Meeting Rooms. Users are advised to not access or to transmit confidential information (banks, credit card companies, etc.) or to send any personal identifying information over this connection.
  • An LCD projector is available for use in the MCSB room. If Library staff assistance is required to learn how to use the projection equipment, the requestor must make an appointment with the Library prior to the meeting date. Same-day instruction or drop-in visits to facilitate functionality with the LCD projector is not accommodated.

HOUSEKEEPING

  • The Library enforces a “Carry-in, Carry-out” trash policy. Trash and recyclables must be removed from the premises by all Meeting Room users. Plastic garbage bags are available in each Meeting Room for group use. Failure to remove trash/recyclables may result in denial of future Meeting Room privileges.
    • Meeting Rooms must be cleaned and left in the condition they were in before the meeting took place. Wipes, brooms, and vacuums are available for Lower Level clean up in the Café area and in the closets by the entrance to the MCSB room. Wipes and paper towels are available in the cupboard over the sink in the Upstairs Meeting room so that the counter, tables, and chairs can be cleaned.
  • The Meeting Room requestor is responsible for setting up the Meeting Room to their requirements, without Library staff assistance. Storage facilities are not provided.
  • Decorations are permitted in the Meeting Rooms but must be temporary and not physically alter the facilities in any way. The use of nails, staples, tacks, glues, tape or other fasteners which cause damage are specifically prohibited. If, upon inspection after an event, damage is found, the Agreement signer will be held responsible for the cost of repairs.
  • Tables and chairs must be carried, not dragged, across the non-carpeted floors when set up and put away.
  • All Agreement signers must complete the Meeting Room Clean-Up Checklist, which must be returned at the conclusion of the meeting, or with the returned key. Failure to complete this checklist and the items on it may result in revocation of future Meeting Room use.

ALCOHOLIC BEVERAGES

  • Alcoholic beverages are prohibited in all areas of the Library.

MEETING/EVENT PROMOTION

  • Publicity for a meeting or event in the Library must include and prominently display the organization’s name and contact information (phone number, website, email) or a reservation will be cancelled, and future reservations may be prohibited.
  • The name and address of the Library may appear on publicity only as the location, and in no way should imply that the Library is sponsoring, condoning, promoting, supporting, or otherwise has any other role in the event other than location.

PARKING

  • The person who submits the Meeting Room reservation is responsible for verifying with all attendees, prior to the meeting start, that the attendees will comply with the parking parameters.
    • Parking is available in the Bovie Screen Printing lot (weekdays after 5:00 p.m. and on weekends) and the NHADA/Casa Dei Bambini rear parking lot (weekdays after 5:00 p.m. and on weekends). Additional parking is located at the Bow Mills United Methodist Church at 505 South Street, with a walkway between the church and the NHADA parking lot.
  • Please refer to the Parking Map on the Library website, which may be downloaded and distributed to meeting attendees. Please note that if the Library receives complaints from neighbors or patrons about parking issues related to a meeting/event, Library staff may have to interrupt to ask attendees to relocate vehicles. Repeat offenses may result in denial of future Meeting Room requests.

LIABILITY

  • All individuals, groups, or organizations seeking to use the Meeting Rooms in the Library must sign the Library’s Meeting Room Agreement.
  • Violation of the Library’s Behavior and/or Meeting Room policies may result in the loss of Meeting Room privileges for the Agreement signer, and/or the signer’s organization. Any false, misleading, or incomplete statement on the Agreement shall be grounds for loss of Meeting Room privileges.

NOTE:

  • The Meeting Room Coordinator is responsible for the processing and approval of all Meeting Room requests and the execution of this Meeting Room Policy.
  • Upon receiving a denial of use for a Meeting Room, an applicant may submit a written request for reconsideration to the Library Director. If dissatisfied with the Library Director’s determination, the applicant can appeal to the Library’s Board of Trustees through another request for reconsideration. An application for a Meeting Room reservation will not be booked until the applicant receives approval by the Library through this process. Any decision rendered by the Library Board of Trustees regarding Meeting Room usage is final.
  • The Library reserves the right to determine whether proposed Meeting Room use will require a police presence or Library staff presence, and if so, the anticipated cost thereof shall be the responsibility of the party booking the Meeting Room. Payment shall be made to the Library prior to use of the Meeting Room.
  • Permission for use of the Meeting Rooms is not transferable.

SEE FOLLOWING PAGE FOR MEETING ROOM AGREEMENT

06.23.26 BFL Meeting Room Policy Approved and Lawyer Reviewed

Tutoring Room Policy
Approved by the Board of Trustees on November 12, 2008
Revised on February 10, 2016; January 9, 2019; June 8, 2021; and April 8, 2025

Purpose

In alignment with the Library’s mission, the Baker Free Library provides designated spaces to support the educational needs of the community. Two rooms on the Lower Level have been designated for individual and group study and tutoring, referred to as the Tutoring Rooms. This policy governs the use of those rooms, as well as other areas in the Library used for tutoring or study.

1. Use and Reservation of Tutoring Rooms

  • Tutoring Rooms are free for nonprofit individual or group study.
  • They may be reserved by Library cardholders, and users must check in with staff to access the room.
  • Study and tutoring use has priority over other uses.

2. Tutoring in Open Areas

  • Private, paid tutoring (1–3 students) is allowed in open areas during library hours, provided it does not disturb staff or other patrons and complies with all Library policies.

3. Paid Tutoring in Tutoring Rooms

  • Private, paid tutoring is permitted in Tutoring Rooms for a $5/hour fee, payable in advance.
  • Maximum usage:
    • One 4-hour session OR two 2-hour sessions per day
    • Maximum of 10 hours per week

4. Agreement Requirement

  • A signed copy of this policy must be on file before paid tutoring sessions are permitted.

5. Security

  • Video cameras are installed in Tutoring Rooms for the safety of all users.

6. Behavior Policies

  • Tutors, students, and parents/guardians must follow the Library’s:
    • Patron Behavior Policy
    • Unattended Children Policy

7. Advertising & Legal Compliance

  • Paid tutors may not advertise the Library as their place of business or imply Library sponsorship.
  • Tutors must comply with all local, state, and federal laws, licenses, and regulations.
  • The Library does not sponsor, recommend, or assume responsibility for tutoring services provided in its facilities.

8. Use of Meeting Rooms

  • Tutoring Rooms are not the same as Library Meeting Rooms.
  • Tutors wishing to use a Meeting Room must:
    • Follow the Meeting Room Policy and Agreement
    • Pay fees applicable to for-profit businesses

9. Liability

All individuals or organizations using the Tutoring Rooms release and discharge the Library, its Trustees, staff, the Town of Bow, and its representatives from all claims, injuries, or losses. They also agree to indemnify and hold harmless the same parties from any legal or financial liability related to room use.

10. Policy Violations

Failure to follow this policy or any other relevant Library policies may result in cancellation or denial of future reservations.

Baker Free Library Tutoring Room Policy and Fee Agreement Form

Volunteer Policy
Approved by the Board of Trustees on April 14, 2026

LIBRARY VOLUNTEERS 

The Baker Free Library (“Library”) values the time and commitment of citizens who volunteer to provide support in implementing the mission and programs of the Library. As a public library, the Library may accept volunteer services performed for civic, charitable, or humanitarian reasons, without promise, expectation, or receipt of compensation. 

  • In compliance with applicable New Hampshire and federal law governing volunteer service for public agencies (including the Fair Labor Standards Act volunteer provisions applicable to state and local governments), the Library uses volunteers to supplement and complement, but not replace, the work of paid Library staff. 
  • Volunteers may be used to assist staff or for special events, projects and activities. Volunteers will not engage in projects that could jeopardize the Library’s ability to operate if a volunteer failed to appear at a scheduled time. 
  • As the needs of the Library change, a volunteer’s potential contribution to the Library’s mission may be re-assessed against said needs. Volunteer service is offered freely. Both volunteer and Library can terminate the relationship at any time for any reason. 
  • An individual who is employed by the Library or Town of Bow may not “volunteer” unpaid hours for the Library performing the same type of services the individual is employed to perform for the Library/Town of Bow. 
  • Volunteer assignments will be organized by the Library Director. Volunteer work shall be monitored by a Library staff supervisor and shall be subject to direction, review and evaluation. 

VOLUNTEER CODE OF CONDUCT 

  • As with Library employees, Library volunteers shall abide by Library policies set by the Library Board of Trustees. All volunteers are expected to adhere to these standards. 
  • The Library expects volunteers to act in good faith and within the scope of their assigned duties. NH RSA 508:17 does not provide volunteers with immunity for willful, wanton, or grossly negligent misconduct. 
  • New Hampshire law and librarians’ professional ethics require that personally identifiable information about Library users be kept confidential. While Library volunteers typically have limited exposure to Library user records, volunteers are required to comply with all confidentiality requirements. The orientation and training provided to all volunteers by the Library shall address the concept of confidentiality. 
  • Volunteers are selected without regard to any individual’s age, race, color, national origin, religion, marital status, sexual orientation, gender, physical appearance, socioeconomic level, education level, or any other legally protected characteristic. The Library does not offer court-appointed volunteer opportunities. 
  • Prospective volunteers must complete a Volunteer Application and Library Volunteer Service Agreement. Acceptance of a volunteer is dependent upon qualifications, interests, schedule match, and available opportunities at the Library. Volunteer placements are not always possible. 
  • Volunteers doing work on behalf of an outside organization are under that organization’s supervision and responsibility. Any outside organization is responsible to conduct necessary background checks for any of their volunteers working at the Library. 

Volunteers Ages 18 and older 

  1. All adult volunteers shall work under the provisions of NH RSA 508:17. 
  1. All volunteers age 18 or older shall be subject to a NH Criminal Record Release prior to beginning volunteer work at the Library. 
  1. All approved volunteers shall sign the Library’s Volunteer Service Agreement prior to commencing volunteer service. 
  1. All approved volunteers shall receive volunteer orientation and training. 
  1. All adult volunteers shall record all time spent volunteering at the Library on a Volunteer Hours Log which shall be regularly reviewed by library staff. The log shall be kept on file at the Library. 

Volunteers under the age of 18 

  1. All minor volunteers shall work under the provisions of NH RSA 508:17 and, as applicable based on the tasks assigned, NH RSA 276-A (youth employment law) and U.S. Department of Labor child labor provisions and guidance. 
  1. Tasks assigned to volunteers under 18 are intended to avoid hazardous occupations and otherwise align with federal child labor restrictions. 
  1. All Library volunteers shall be 14 years of age or older. 
  1. Prior to commencing volunteer service, minor volunteers shall submit proof of age (e.g. birth certificate, driver’s license), and the Library shall keep a copy of such proof of age in the volunteer’s file. 
  1. If required by the NH Department of Labor for the type of service being performed, prior to volunteering, volunteers under the age of 16 shall provide the applicable NH youth documentation (often referred to as a Youth Employment Certificate/”working papers”), and the Library shall keep a copy in the volunteer’s file. 
  1. If required by the NH Department of Labor for the type of service being performed, prior to volunteering, volunteers age 16 and 17 shall provide the applicable written parent/guardian permission documentation, and the Library shall keep a copy in the volunteer’s file. 
  1.  Prior to commencing volunteer service, all minor volunteers shall have their parent or legal guardian sign the Library’s Volunteer Service Agreement. 
  1. All volunteers shall receive volunteer orientation and training. 
  1. All minor volunteers shall record all time spent volunteering at the Library on a Volunteer Hours Log which shall be regularly reviewed by Library staff. The log shall be kept on file at the Library. 

Approved by the Board of Trustees on April 14, 2026 

– Volunteer Service Agreement

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